E-mail is electronic correspondence (written communication). The e-mail phenomenon has expanded tremendously over the last 2 decades. 20 years ago, they were unheard of in common society. Back then, we trusted faxes, courier services, and calls. Today, e-mail is used in both business and social settings.
Along with blind copy email, today’s generation uses texting, instant messages, and electronic message boards to speak socially. Since these quick types of communication are utilized so frequently, it is easy to let their informalities bleed over into to business correspondence. Here are some suggestions to assistance with composing and answering e-mail messages.
Composing – Content. When composing messages, you should answer four questions:
1. How come you writing?
2. That is the crowd?
3. What do you want them to do?
4. Why should they actually do it?
These questions are definitely the basic framework of the message. When answering these questions, be mindful that the audience may have a limited amount of time to pay attention to your e-mail. It is important to keep the answers short and sweet. Please take into account that your audience cannot hear or see you; therefore, use plain language and a natural tone.
Carbon Copy (Cc) and Blind Carbon Copy (Bcc) – The phrase “carbon copy” comes from the technique used to make multiple copies of the letter just before word processors, copiers, and scanners. Multiple copies of any letter were created by placing a slip of carbon paper between 2 or more slips of typing paper and rolling them right into a typewriter.
Carbon copy is utilized when you really need to tell someone of his or her pending involvement in a matter. Carbon copy may also be as “to your information only (f.y.i.)” purposes. Blind carbon copy is the same as carbon copy except the recipients — the people you happen to be writing to and also the people copied — cannot see who is being blindly copied. Blind carbon copy should be used in your own discretion.
Format – A good way to be mindful of your audience’s time is always to avoid large blocks of text. Use bullets, or if you wish to show chronology or hierarchy, use numbers. The guideline is — for listing of three or even more items, list them in a column.
Appearance – Bold, underline, and italics are effect methods to emphasize headers and important points. Take care not to overemphasize; apply only one format at any given time. Grouping small sets of text together are also effective in relaying a lot of information. Stay away from non-traditional colors and font type. These are hard to read as well ruzorl considered unprofessional in most business settings.
Responding – Before addressing messages it is important to consider when you ought to and how to respond. Only reply to an e-mail if needed. Remember reply just to the sender; stay away from the “reply all” feature unless all parties are directly working in the immediate matter. When forwarding messages be sure to (a) announce the content and (b) edit the forwarded message. Always preface the forwarded message with your own personal message. Also, you may find it necessary to edit the material from the forwarded message(s) to match the design in the intended audience.
Review – When composing e-mail it’s important to remember (a) why you’re writing, (b) who you’re writing to, (c) what you’re would like them to accomplish, and (d) why they need to practice it. Ensure your e-mail’s appearance and format are simple to read. Only copy those that should be copied, and respond when necessary.